Time Management For Eisenhower Matrix: Importance And Theoretical Concepts

Necessity of Time Management

Discuss about the Time Management for Eisenhower Matrix.

In today’s busy world, with hectic schedules and engagements, it is impossible to keep track of time. An individual often faces the difficulty to efficiently manage the resource of time. As a result, time management gets disrupted, leading to the loss of opportunity to learn something new. Taking this point into consideration, the chief objective of the report is to make the readers understand the importance and necessity of time management and how this can be effectively done to utilise the resource of time.

In the first section of the report, five theoretical concepts of time are elaborately discussed. This is done to properly explain the action steps which are taken, clarifying the necessity of time management for everyone. The second section is reflective. It assesses the concepts of time which are taken to elucidate the action plan, attempting to evaluate the usefulness of the theories. It also attempts to analyse whether the theories have been useful to fulfil the particular overall aim.

It is important to know the art of time management. An individual need to understand how to conduct every important task and also to make time for other less important engagements. It is true that the most important work should be given topmost priority, however, the little, seemingly trivial tasks also need attention. In order to do this, the first and the most foremost thing which needs to be done, a to-do-list can be used to keep track of the tasks, assignments which demand most priority, this point leads to the importance of prioritisation (Cao et al. 2013). It is interesting to note that in spite of the differences, there is one visible similarity among all the theories of time management and that is ‘prioritization’, importance must be given based on necessity and necessity.

The theory of Eisenhower manages time by dividing the work/activities based on its importance and urgency. Chiefly four types of work are considered this is based on the rate of urgency and importance. The first type of work falls under the category of most important and urgent. This work is very much important which needs to be completed within a specific span of time. It can be a particular assignment, preparation for the examination, making short term planning and such. The theory states that this kind of work needs to be conducted as soon as it is assigned (Liu & Li, 2014). The next section of work is important but not urgent, such as exercise, calling family and close people, planning long-term strategy, researching. In spite of being comparatively less urgent, these works are important and therefore needs to be performed after completing the most important tasks. The third type refers to the work which is not important but needs to be urgently done. This indicates the work such as booking flights, making reservations, replying emails and such (Look, Hodges & Schiffman, 2014). Hence, for this kind of work, less time must be used. Lastly, the fourth section refers to the work which is not important neither urgent, therefore should be done when all the other three kinds of tasks are completed are completed by the individual. Making phone calls, being active on social sites are some examples. This method of time management is very much helpful to complete the important tasks or responsibilities by eliminating the unnecessary activities.

The Eisenhower Matrix

The Pareto principle is thought to be the most effective useful method of time management. It teaches the technique to use the least amount of time to get the maximum results. It holds an 80/20 equation rule. Based on the theory, it is opined that 20% of inputs can lead to 80% of outputs. In simple terms, the theory suggests that an individual need to make a list of the most important things which needs be done and out of those, the individual needs to perform the two which are the most important ones (Pilgrim et al. 2014). However, in order to do this the individual need to have the justifiable sense to select the most important tasks. This enables the individual not only to get the desired outcome but also helps the individual to get the required amount of time necessary to do the other tasks, including the less important events.

This time management process is much helpful to conduct important tasks especially when there is a scarcity of time. It allows the individual to be practical and calculative which enables the individual to achieve a maximum outcome with minimal effort. For example, a student learning the most important questions for an examination (Utvik & Jahre-Nilsen, 2016). A manager concentrating out of the ten activities chooses to concentrate on the activities which are most important at the present moment, it is very helpful to construct and fulfil short-term goals and objectives.

The fact that time management can be effectively conducted is also supported by Covey’s time theory. The theory divides activities into four sections, also referred to quadrants. The quadrant 1 is known as the necessity quadrant, tasks which are most urgent and important need to be given first priority and must be performed irrespective of the circumstance. The quadrant 3 is known as the deception quadrant, refers to the activities which are urgent but are less important such as making calls, attending emails. It is due to the urgency which makes the work seem important. Quadrant 4 is the waste quadrant, refers to activities which are neither important nor urgent but still most of the time is spent on them. The quadrant 2 is the opportunity quadrant, it refers to the activities which hold importance but does not seem like urgent such as relaxation, recreation, exercise and planning. These activities can yield a good result and are often responsible for making significant changes in life. Hence, activities of quadrant 2 must be given proper importance.

The Pareto Principle

The Maslow’s theory concerning time management stresses on the needs of the individual. There are tasks which are considered as the basis and must be fulfilled. This is followed by safety, social, esteem and self-actualization. The chief objective of the Maslow’s theory is to perform the tasks/activities based on the basic needs and wants of the individual. This means if the individual feel that a certain task needs to be done, then the work needs to be conducted (Matheson et al. 2017). The issue or the downside of the theory is that the utility and the futility of this time management theory rest on the individual. The individual possessing a proper sense of rationale can achieve noticeable benefit from this management method, however, if the individual does not utilise time in a proper way, engaging in inessential activities, then the theoretical idea can lead to reverse results.

The pickle jar theory is one effective theory which is easy to understand and is very useful to conduct effective time management. The concept of the theory is to conduct every kind of activities based on the importance which a particular work holds. It is interesting to stat that this theory is made up using the example of a pickle jar filled with stones, gravels and sands. An empty pickle jar is first filled with stones, followed by gravel. This leaves enough space to be filled up with gravels. Still enough space can be perceived to fill the jar with sand and water.

This theory of time is very much helpful to organise and schedule activities based on the work importance. The pickle jar is signified as a single day (Werner, E., Zucker & Matzkel, 2013). The rocks signify the most crucial tasks which need to be completed immediately. Fulfilling the important tasks enable the person to perform the lesser important activities which are nevertheless essential. The best thing about the pickle jar theory is that an individual does not need to eliminate the unimportant activities. it is important to note that these trivial activities such as making calls, talking with friends, participating in different types of engagements are very much necessary for an individual. Completing the important tasks enable the individual to perform the other activities. However, if the initial time is spent on the trivial tasks then sufficient time cannot be obtained for the most important tasks.

There is one common opinion which can be perceived after assessing the theories and that is the factor prioritisation and urgency. The Eisenhower’s theory states that only the most important should work should be tone, the rest which is unimportant and inessential must be eradicated from the to-do-list (Chukwu & Mahajan, 2014). The Pareto principle is best suited for strategic time management when most work is to be done within a short span of time. Covey’s time matrix demonstrates reason and sensibility. The speciality of Covey’s is that it highlights the necessity of activities which does not seem urgent but are actually important and can make significant changes in life. Maslow’s theory is based on human needs and wants. However, the theory is useful for those who possess the necessary rationale to give priority to the activities which are truly important (Forster, 2014). The pickle jar theory is suitable and convenient for every purpose. The unique point of this theory is given importance not only to the most important activities but also to the activities which are less important but are necessary for life. It can be said that the pickle jar theory is considerate and more thoughtful than the other theories.

Covey’s Time Management Matrix (Time Quadrants)

Time is that crucial element that surrounds all our activities concerning our personal as well as work lives. Managing this in a well integrated form is suggested in the various theories discussed above. In context with those theoretical bases I shall be able to draw my action plan in a successful manner. All the relevant theories associated with the concept of time management lead to a gross understanding. What I have comprehended the fact that all of theories lead to a common convergent idea of fostering prioritisation of activities (Chase et al. 2013). The first week of the action plan must be utilised to formulate an effective plan to be able to correctly prioritise the activities in order of their significance. The theory postulated by Eisenhower Matrix has given me the basis to classify my activities according to the levels of priority. As a manager it is important for me classify my job roles in accordance with significance. The most urgent works will have to be done in the first place followed by the less urgent. The time that I have to allot for each of these activities should also follow the similar sequence (Nawrot & Doucet, 2014). The action plan that I have reformulated must comprise an adequately distributed allocation of time to be able to manage all the tasks with efficacy. Eisenhower is of the view that such works of urgent importance shall be completed within a stipulated span of time. I believe that formulating the creation of the action plan needs to follow this sort of a matrix. It will not only help me to categorically classify my jobs according to the high need to get prioritised but also enable to complete them within a fixed time span (Oettingen et al 2015). Eisenhower’s time management matrix has allowed me to plan for developing long-term strategies. I can implement over my management programs within the workplace structure. Using this theory I shall be able to devote adequate amount of time for each of tasks that I take up in course of my scheduled plan. I shall a lot lesser amount of time for the tasks of lower priority (Arends, 2014). Adjacent to my urgent tasks to be performed I also need to accomplish my other works of lower importance. Attending to calls, being active in the different social sites are some among the least prioritised jobs which also need time to be allotted by me.

Maslow’s Time Management theory

I have initiated the action plan following this theoretical assumption. Time management has never been the major issue of concern for me. My grades were rather affected due to the attitudinal errors regarding the completion of the different tasks. I had always put up till the end of the session to complete my tasks which automatically involved less of hours towards my study (Reigeluth, 2013). The observation I have drawn from the pickle jar theory has helped me immensely to configure the entire structure of my job. This theoretical point of view has supplemented me with the basis to not only plan for long-term management programs but also enabled me to plan on a daily basis. Substantial replacement of the stones with the urgent topics of study as the prime content of importance should my first step towards implementation of this theory in real life (Werner, Zucker & Matzkel, . (2013). The hardest of the contents of my study were delayed the most. This theory has transformed my approach towards accomplishment of any particular tasks. I have not only gained knowledge with respect to management of time but have also identified the area where I lagged behind. My major flaw was procrastination. Every time I confronted with a task having a deadline time attached to it, I would put up the work till the last. Pickle jar theory in a big way has enabled me to reschedule my entire list of activities and prioritise each day’s plan according to the significance of work. Just as the solid rocks comprise the fundamental ingredient within the jar, the most difficult topics of my study are taken up with utmost priority (Forster, 2014). It has taught me that topics of lesser difficulty should never be held at a lower interest. Just because the topics are little less critical they need not be ignored or given lesser time. No task is treated unimportant while segregation of the tasks is conducted. The gravels constitute the next elements of content within the jar. Just after the most crucial part of the study is covered successfully their must be an automatic shift of paradigm. I have rather follow a gradual classification of tasks framing my entire as well as the entire session of the action plan this way (Panek, 2014). Applying the theoretical picture for my real life instance the gravels signify the relatively less crucial study matters. As I already have a grip over those topics a little more methodical and efficient effort on my part shall enable in successful accomplishment of this part. Just as the theory suggests, even after the jar is filled with hard rocks and gravels there remains sufficient space for other materials to get in. Managing time accurately has helped me synchronise each activities so effectively that there automatically remains time in the form of empty space for allocating it to other works.

Pickle Jar Theory

Each of our days comprise of a number of activities, some of great relevance, some moderate and some merely of high significance. The works of least importance also need to be performed each day to maintain a balance the routine thus scheduled. These gaps can never remain empty as it is. The daily chores of work are mostly treated as works of trivial significance (Coetzer et al. 2016). Tasks of daily needs such as keeping touch of with the virtual work through social sites, attending calls, discussing study matters with friends comprise those trivial tasks within my schedule. Although marked as least prioritised activities I shall place them in my jar of routine in place of the sand to fill the empty spaces ion the jar. I have essentially found most amount of effectiveness in this pickle jar theory as could easily establish a relatedness with the views it reflects. I also think that that this kind of framework can gain the widest acceptance in terms of times management and prioritisation in diverse sectors.

Prioritisation of tasks into formation of a hierarchical segmentation is common viewpoint highlighted by almost all the theorists. I have found convergent yet effective observation from all of the theoretical outcomes. As all my activities are driven by some amount of need associated with it, Maslow’s Time management theory is found to be highly relatable by me. The prioritisation procedure is ultimately initiated according to my needs of urgency. Moreover, the theory helps me channelise and segregate all my activities in order of my needs. The best part of Maslow’s conception lies in giving value to the human needs. I have been benefited immensely through this characteristic feature as I have learnt to give equal significance to the activities that satisfy human needs keeping a balance within my bodily homeostasis.

By implementing Covey’s time matrix to perform activities within my action plan, its strictness has helped me generate discipline within my study (Miller & Keenan, 2015). Quality improvement has been possible by segmenting each of my study topics into separate quadrants. Each quadrant is kept mutually exclusive and independent from one another. This has helped me to achieve command over each of the areas of issue with equal significance and priority on a daily basis.

Applying these suggested methods to fulfil my action plan I have gained not only expertise over managing time but also learnt to improve and enhance my abilities. The pickle jar technique has been so effective for my studies that even after engaging into my prioritised tasks I still had sufficient time left for revising the entire work. My syllabus course is covered in such a manner that I had time to engage separately to gain in depth knowledge regarding each subject matter (Arends, 2014). I have successful been able to create an adequate framework scheduling the action plan of nine weeks of study. The course of study is not only completed within the stipulated time structure but sufficient time is left remaining for revision. Using the effective theoretical opinions stated by eminent theorists I have successfully been able to accomplish my activities. I have able to overcome by major drawback of procrastinating significant activities till the end of the session (Ziapour et al. 2015). Moreover, I have gradually evolved my skills of prioritising by gaining expertise over effective allocation of time as the most valuable resource. This has not only driven me towards devotion of adequate time for adequate tasks, but has eventually developed me towards improvement in my quality of work performed. In the entire span of nine weeks I have been able to implement each of theoretical suggestions in the different stages in relation to their relevance. An immensely positive, effective and evolved transformation is noticed in my work due to the incorporation of these valuable inputs during the practical application of the action plan. 

Reference List

Cao, H., Jiang, J., Oh, L. B., Li, H., Liao, X., & Chen, Z. (2013). A Maslow’s hierarchy of needs analysis of social networking services continuance. Journal of Service Management, 24(2), 170-190.

Chukwu, U. C., & Mahajan, S. M. (2014). Real-time management of power systems with V2G facility for smart-grid applications. IEEE Transactions on Sustainable Energy, 5(2), 558-566.

Forster, M., (2014). Do it tomorrow and other secrets of time management. Hachette UK.

Gacheru, G. K., Mokaya, S. O., & Wagoki, J. (2015). Effect of Project Schedule Control on the Effective Performance of Turnkey Power Distribution Projects in Kenya. International Journal of Research in Management and Social Science, 1(1).

Goetsch, D.L. and Davis, S.B., 2014. Quality management for organizational excellence. Upper Saddle River, NJ: pearson.

Huggins, M., & Lee, T. (2016). Time Management Techniques for Professional Office Staff: Repurposing Project Report.

Liu, C., & Li, H. (2014). The use of eisenhower matrix method in the sunlight sports activities in effect assessment. BioTechnology: An Indian Journal, 10(15).

Look, J. O., Hodges, J. S., & Schiffman, E. L. (2014). Importance of time as a factor in the management of temporomandibular joint closed lock Response. INTERNATIONAL JOURNAL OF ORAL AND MAXILLOFACIAL SURGERY, 43(10), 1303-1304.

Matheson, J., Richard, E., Flaherty-Walia, K. E., Switzer, T. S., McMichael, J., & Robert, H. (2017). The importance of time of day in structuring demersal ichthyofaunal assemblages on the West Florida Shelf. Bulletin of Marine Science.

Pilgrim, C. H., Tsai, S., Tolat, P., Patel, P., Rilling, W., Evans, D. B., & Christians, K. K. (2014). Optimal management of the splenic vein at the time of venous resection for pancreatic cancer: importance of the inferior mesenteric vein. Journal of Gastrointestinal Surgery, 18(5), 917-921.

Utvik, T. I. R., & Jahre-Nilsen, C. (2016, April). The Importance of Early Identification of Safety and Sustainability Related Risks in Arctic Oil and Gas Operations. In SPE International Conference and Exhibition on Health, Safety, Security, Environment, and Social Responsibility. Society of Petroleum Engineers.

Werner, E., Zucker, E., & Matzkel, B. (2013). U.S. Patent No. 8,484,327. Washington, DC: U.S. Patent and Trademark Office.

Chase, J. A. D., Topp, R., Smith, C. E., Cohen, M. Z., Fahrenwald, N., Zerwic, J. J., … & Conn, V. S. (2013). Time management strategies for research productivity. Western Journal of Nursing Research, 35(2), 155-176

Nawrot, I., & Doucet, A. (2014, April). Building engagement for MOOC students: introducing support for time management on online learning platforms. In Proceedings of the 23rd International Conference on World Wide Web (pp. 1077-1082). ACM.

Oettingen, G., Kappes, H. B., Guttenberg, K. B., & Gollwitzer, P. M. (2015). Self?regulation of time management: Mental contrasting with implementation intentions. European Journal of Social Psychology, 45(2), 218-229.

Arends, R., 2014. Learning to teach. McGraw-Hill Higher Education.

Reigeluth, C. M. (Ed.). (2013). Instructional design theories and models: An overview of their current status. Routledge.

Werner, E., Zucker, E., & Matzkel, B. (2013). U.S. Patent No. 8,484,327. Washington, DC: U.S. Patent and Trademark Office.

Forster, M. (2014). Do it tomorrow and other secrets of time management. Hachette UK.

Panek, E. (2014). Left to their own devices: College students’“guilty pleasure” media use and time management. Communication Research, 41(4), 561-577.

Arends, R. (2014). Learning to teach. McGraw-Hill Higher Education.

Miller, D. M., & Keenan, T. (2015). The Time Management Study as a Tool for New Technical Services Managers. Library Leadership & Management, 30(1).

Ziapour, A., Khatony, A., Jafari, F., & Kianipour, N. (2015). Evaluation of time management behaviors and its related factors in the senior nurse managers, Kermanshah-Iran. Global journal of health science, 7(2), 366.

Coetzer, G., Coetzer, G., Gibbison, G., & Gibbison, G. (2016). Mediating influence of time management on the relationship between adult attention deficit and the operational effectiveness of project managers. Journal of Management Development, 35(8), 970-984.